Executive Assistant (remote)

About the Company

Wellington Management is a global investment management firm providing comprehensive investment solutions across nearly every segment of the global capital markets. Serving institutional clients in more than 60 countries, the firm combines deep proprietary research, a collaborative culture, and a long-term investment approach to help clients achieve their financial objectives.

About the Role

The Executive Assistant provides high-level administrative and operational support to senior leaders within the Americas Institutional Group. This role is responsible for managing executive calendars, coordinating client meetings, arranging travel, preparing reports, maintaining CRM data, processing expenses, and supporting office operations. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality in a fast-paced professional environment.

Location: Chicago, Illinois (remote)

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to senior executives and department leaders.
• Manage complex executive calendars, scheduling meetings, appointments, and business commitments.
• Prioritize competing requests while ensuring efficient time management for executives.
• Monitor executive email communications and assist with correspondence as needed.
• Handle confidential information with professionalism and discretion.
• Perform a variety of administrative tasks supporting day-to-day business operations.

Meeting & Event Coordination

• Coordinate meetings with institutional clients and internal stakeholders.
• Schedule portfolio reviews, business development meetings, and leadership discussions.
• Reserve conference rooms and meeting spaces.
• Coordinate visitor registration and office access.
• Arrange catering and meeting logistics.
• Prepare meeting agendas, presentations, and supporting materials.
• Support planning and execution of office events and departmental activities.

Travel Management

• Coordinate domestic and international business travel arrangements.
• Book flights, hotels, ground transportation, and related travel services.
• Prepare detailed travel itineraries.
• Manage travel changes and resolve scheduling conflicts.
• Ensure travel complies with company policies and budget requirements.

Client & CRM Administration

• Maintain accurate client records within Salesforce.
• Update contact information and meeting activity.
• Support data quality and CRM accuracy.
• Assist with client relationship management activities.
• Maintain organized records supporting business development efforts.

Reporting & Documentation

• Assist with preparation and distribution of monthly and quarterly reports.
• Compile business documents, presentations, and executive materials.
• Maintain organized electronic and physical documentation.
• Ensure reports are accurate, timely, and professionally formatted.
• Support ad hoc reporting requests from leadership.

Financial & Expense Administration

• Process expense reimbursements through Workday.
• Maintain supporting financial documentation.
• Ensure expense submissions comply with company policies.
• Assist with administrative budgeting activities as required.
• Coordinate vendor invoices and administrative expenses when needed.

Office Operations

• Support daily operations within the Chicago office.
• Collaborate with administrative teams across multiple locations.
• Assist with departmental initiatives and special projects.
• Provide administrative coverage during team absences.
• Contribute to maintaining an efficient and professional office environment.

Collaboration & Team Support

• Partner with executives, administrative professionals, and cross-functional teams.
• Build strong relationships with internal stakeholders and external clients.
• Provide exceptional customer service across all business interactions.
• Support organizational initiatives and operational improvements.
• Contribute to a collaborative and team-oriented workplace culture.

Qualifications

Required

• Bachelor’s degree.
• Three to five years of executive or administrative support experience.
• Strong organizational and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service orientation and professional demeanor.
• Ability to prioritize multiple assignments in a fast-paced environment….